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Playbook: Inclement Weather

Updated

Purpose 

The purpose of this document is to document the Inclement Weather policy, to include bad storms, tornados and ice/snow.

Snow Day Policy

  1. We plan to be open even if schools are closed
    1. Usually roads clear up once the sun comes out around 10-11am.
  2. Watch weather conditions daily and hourly
  3. Communicate before, during and after

Day(s) Before:

  1. Remind team of Snow Day Policy
    1. Discord General Chat: Let them know that we will be monitoring conditions and will make a decision to close or delay start time, day of by 7am but they should be prepared to work.
  2. Start moving clients to early day open spots to lighten the schedule on inclement day.
  3. Watch Road Conditions -https://www.localconditions.com/weather-rutherford-county-tennessee/tn205/traffic.php
  4. Notify our team and clients that we plan to be open and will be communicating in the morning.
  5. Send Snow Driving Tips and Snow Safety Training as a reminder
    1. Gauge each team member’s comfort level with snow driving
  6. Set a time to check in with team in the morning
  7. Notify clients - Create a template (use Maid Central)
    1. Make sure your driveway and walkways are clear
    2. Please understand that arrival times may vary

Day of Snow Day

  1. Weather Assessment 6am
  2. Roads Assessment 6am - 6:45am
  3. Reporting status to leadership team 6:45 am
    1. Consider late start
  4. Reporting status to cleaning team 7:00am
  5. Communications
    1. One person communicates with clients (Scheduler, one communicates with team members (office Manager)
    2. Create templates for client and team communications

When Remaining Open

  1. 1Consider a late start
  2. Prioritize zone over other preferences to limit driving distance
  3. Allow teams if people cannot drive in snow or are snowed in
    1. We can pick up people and take them to jobs if it makes sense

When Decision is Made to Close

  1. Send broadcast message to clients (use Maid Central)
  2. Core Value: Reason for closing is “safety of our team”
  3. Apologize for the inconvenience.

Follow Up Process

  1. Reward Leadership Team (and Cleaning Team if applicable) for hard work
  2. Thank you to clients
  3. Review and update Playbook with lessons learned
  4. Dealing with an disappointed clients
    1. (Plan to make it right)
  5. Update the playbook

Storms/ Tornados: If during the work day, send general messages to technicians, to stay where they are and do not try to drive until the Tornado warning/ watch has been lifted for their area.

Monitor the condition https://forecast.weather.gov/MapClick.php?zoneid=TNZ062 and keep the technician updated.

If the storm/ tornado is at the start time:

  1. Consider a late start
  2. Prioritize zone over other preferences to limit driving distance